Printing and Bulk Mailing Services

The Dayton Public Schools District in Montgomery County, Ohio is soliciting proposals for comprehensive printing and bulk mailing services through Request for Proposals 26-012, with proposals due May 15, 2026, at 12:00 p.m. EST via the DPSD Bonfire Public Portal. The procurement encompasses digital printing, offset printing, variable data printing, mailing preparation, and fulfillment services, with estimated annual volumes including 75,000 pages of black-and-white printing, 100,000 pages of color printing, 100,000 pieces of variable data printing, 350,000 pieces of envelope stuffing, and 350,000 pieces of bulk mail presort services. Vendors must provide finishing services including folding, cutting, binding (saddle-stitch, booklet, comb, coil, and perfect binding), laminating, collating, and packaging, along with full-service bulk mailing support compliant with USPS regulations across multiple mail classes and comprehensive mail preparation services. The selected vendor must demonstrate FERPA compliance for handling student and personnel records, maintain secure encrypted file transfer protocols, utilize secure production facilities, execute confidentiality agreements, implement secure disposal procedures, and maintain cyber liability insurance. Evaluation criteria are weighted as follows: Cost (30%), Qualifications and Experience (25%), Service Quality and Approach (15%), Proposed Plan (20%), and Community Inclusion Program participation (10%); vendors must submit a General Information Questionnaire, Qualifications and Experience Questionnaire, Proposed Plan, Cost Proposal, Non-Collusion Statement, tax and affirmative action affidavits, references (minimum three within the past three years, including one public sector reference), current client list, CIP III Inclusion Participation Form, EDGAR Certifications, W-9 Form, company financial information, and acceptance of the DPSD Professional Services Agreement. The question period runs through May 6, 2026, and vendors must maintain General Liability and Automobile Liability insurance of $1,000,000 per occurrence.

The District has established mandatory Community Inclusion Program participation requirements designated as set-asides, mandating bidders achieve 20% utilization of Economically Disadvantaged Business Enterprises (EDBEs) and 25% on-site workforce participation by DPSD residents, with acceptance of certifications from the City of Dayton S/DBE program and the State of Ohio EDGE certification program. Vendors must document good faith efforts to meet these goals through solicitation requests, quotes, phone logs, and fax verifications to certified EDBE businesses, and upon contract award, must submit monthly manpower utilization forms and periodic compliance reports, with failure to provide documentation potentially resulting in contractual deficiency determinations and termination. The initial contract term is one year with optional renewal periods of up to four additional one-year terms upon mutual agreement, with pricing guaranteed for one year barring unforeseen extreme market changes. The agreement requires compliance with Ohio Revised Code 5719.042 regarding property tax delinquency status and incorporates the DPSD Professional Services Agreement template, which mandates workers' compensation insurance, commercial general liability with a $2,000,000 general aggregate limit and $1,000,000 per occurrence limit, commercial automobile liability of $1,000,000, and professional liability insurance of $1,000,000 per claim and in annual aggregate. The District reserves the right to terminate the contract for convenience with 90 days' written notice or for default with five working days' notice after a breach correction period. No specific incumbent vendor or budget range is identified in the solicitation documents.